How to make a request to the archive on the Internet. State Archives: where and how to make a request for documents
Of course, they go to the archives. True, to do this, it is important to know what kind of archive you need and how to make a request to the archive. This is exactly what we will talk about in this article.
A little about the archives
Let's start with the fact that the archive is a public (less often private) institution in which official documents are stored under certain conditions that guarantee maximum security. At the same time, the archive is engaged not only in responsible storage, but also provides available information to both government authorities and citizens.
Nowadays, archives are funded on a regional and departmental basis. This means that the documentation stored in them, which is handed over to organizations, and information relates to a specific territory (region, city, district) or department, for example, the Ministry of Defense (which also has central and regional archives).
- federal, government, state, current, historical;
Both individuals and organizations, as well as authorities (such requests, as a rule, are of an official nature) and persons living abroad (such requests are called consular) can make a request to the archive to obtain this or that information.
Often, when planning to request some documents or information from the archive, people do not know where exactly they need to go. It all depends on what specifically interests you. For example, you can obtain general civil information (date, place of birth, death, marriage) in the archives of the district registry office. But here you need to take into account that documents are stored in the district archive for a maximum of seventy-five years, so if you are interested in earlier information, you will have to contact the regional registry office archive, where all documents from the districts are transferred. If we are talking about restoring entries in the work book, then you need to contact departmental archives, for example, the Russian State Military Archive (if we are talking about military personnel or civilian personnel) or territorial archives in those settlements or regions where the enterprise where a man worked. To obtain information about sailors, you should contact the Central Naval Archive. If you are looking for information about someone, but do not know where to start searching for information, then it is better to contact the district or city archive at the place of this person’s intended stay or work.
As for archive requests, they are all divided into:
- thematic - these are requests for information that relate to a specific event, fact or topic; By making such a request, you can establish information that clarifies the facts of the biography of a particular person;
Archival requests are executed in accordance with the established procedure, which is clearly stated in Federal Law No. 125-FZ “On Archival Affairs in the Russian Federation.” This means that thirty days may pass from the moment the request is received and registered until the response is received. This period may be extended by decision of the archive management, but not more than another thirty days. In this case, the archive staff who received the request are obliged to notify the applicant about the extension of the deadline for fulfilling the request.
To make a request to the archive, you need to make an application in free form, since there are no strict requirements for this (although some institutions offer applicants their own form). But there are a number of points that must be reflected in the document. So, in the “header” (it is written in the upper right corner of the sheet) we indicate:
Free legal advice:
- to whom the request is sent (you can indicate the name of the organization and the full name of its head);
- what the request is about (here it is important to clearly, specifically and understandably state the essence of the question, as well as indicate the time and territorial framework, which are very important, for example, when searching for relatives);
How to submit a request?
A request to the archive can be submitted in several ways: in person (bring an application and register it, providing your passport), send by registered mail with notification, via the Internet (in the latter case, a notification from the archive will be sent to your email address about the receipt of the request).
In response to a request, the archive issues either an archival certificate containing information related to the subject of the request, or an archival extract extracting the contents of the original archival document, or an archival copy of the requested document.
How to make a correct request to the archive about ancestors
If you want to know how to make a request to the archive about relatives or ancestors, then this publication is definitely for you. Requests from the population are divided into three types: socio-legal (certificates of work experience, etc.), thematic (biographical information about a person) and genealogical. Separate materials are provided for the first two types, but here we will consider in detail the question of how to make a request to the archive about ancestors. A link to free download of samples of several forms is at the end of the article, but before submitting, we recommend that you read the explanations to increase the likelihood of a positive response with information about ancestors from a government agency. For those readers who want to save time and nerves, we suggest ordering a genealogical request to the archive about relatives in our family research bureau. As part of this service, for a nominal fee, we will compose a competent text and provide the exact coordinates of the archives where the application must be sent. Next, read the interesting nuances of relationships with employees of reading rooms and document storage departments, since, in most cases, they are the ones who work with requests about relatives that come from citizens.
Free legal advice:
Before you make a request to the archive about your ancestors, pay attention to an important psychological factor when communicating with representatives of regional organizations, where documents over a hundred years old from the civil registry office should be transferred. The founders of the website livemem.ru searched for relatives in more than fifty regions of the country and, taking into account these statistics, it was revealed that the majority of the staff of state archives are educated and intelligent people. According to employees, it is not in their interests to delay the process of processing archival requests, since the sooner they help the applicant, the sooner they will begin their immediate duties. It is also worth considering the fact that income from solving problems regarding requests for relatives (and this is a paid service) goes to the treasury, and not to any specific performer. Due to the fact that responses to requests to the archive about ancestors do not relate to the main activities of employees, your application may be rejected without explaining the reasons for the refusal or with the provision of a formal reply. On some Internet resources of federal institutions it is written: “the archive does not process requests of a genealogical nature about relatives due to the heavy workload of specialists.”
With the civil registry office (civil registry office), things are different. They are obliged to respond to a request to the archive about relatives. Applications vary radically, some are interested in marriage or its dissolution between older family members, others are looking for a birth or death certificate of a relative. Legislation changes periodically, which is why the exact procedure for executing requests to the archive about ancestors should be found out at the time of application. The institution may require proof of relationship with the person or a death certificate. For example, during one of the family studies, an employee of the document storage department at the civil registry office clarified that it is only permissible to request information about the deceased, and only children can do this without additional permission. People are expected to restore certificates personally or through authorized representatives. That is, a grandson, with living parents, will not receive a positive result on a request to the archive about third-generation relatives (grandparents). If the father or mother cannot search for data, then they must issue a power of attorney from a notary in the name of the executor, who can be anyone. However, as already mentioned, the actual algorithm of actions becomes known in a specific situation during the period of its occurrence and depends on the degree of relationship of the citizen sending a request to the archive about ancestors with the person in question. There is logic in strict rules. Few readers will be happy with the fact that someone else is freely “digging” into the biography and relationships of their relatives or conducting a study of family history, trying to find incriminating evidence for selfish purposes.
How to make a request to the archive about family relatives
Having explained the basic concept of the approach to communicating with archivists, let's move on to the essence of the topic of publication on the genealogy site Livemem. How to make a request to the archive about relatives so that it is not ignored and fulfilled as soon as possible? First, determine which city archive or registry office you need to contact with your application to find an ancestor. The choice of institution to send a request for relatives depends on the type of task (recovery of certificates or obtaining information) and the date of the event (birth, marriage or death). According to the standards, if a hundred years have not passed since the creation of the document, then it must be kept by the territorial registry office. But from the practice of our family research bureau, it is known that “younger” civil status records are also found in the repositories of regional archives. That is, when you are interested in family documents of Soviet origin, then you should send a request about relatives to the civil registry office at the place of the event, and if they have already been transferred to the federal archives, then you will be informed about this in a response letter. Government services are developing a centralized electronic database with relevant information about citizens, therefore, it is possible that it will soon be possible to send requests about ancestors to local organizations.
Considering a case with a request to search for facts about relatives from church metric books (predecessors of books with civil status acts, which were an official document
until 1917), it is worth paying attention to the fact that it is necessary to do the opposite. Initially, request information about ancestors from the federal archives, depending on the region where the event occurred, and if the records were not transferred to them for storage, the applicant will be redirected to the registry office. Let us note the confusing confusion with the areas where, within the framework of the administrative-territorial division, the boundaries sometimes changed. There are ambiguous situations when a village (village, city) and the parish of its church, for example, in 1850 belonged to one province, and even to another. This means that church registry books with the family history of ancestors for a given locality may be located in two regional archives. There is a possibility that the citizen will not be informed about this, and the request will be answered with the classic reply “not found.” If you have doubts about the thoroughness of processing a request to the archive about relatives, duplicate the letter to institutions in neighboring cities, where books with records of ancestral rituals in the disputed territories could be sent.
Free legal advice:
Now we will directly explain the procedure for filling out an archival application to search for information about ancestors with writing the correct text support. Let's consider the situation using the example of a genealogical request to the state archive, since in the case of civil registry offices, the actions are quite similar, and the forms we prepared via the link for free download at the end of the publication do not need additional explanation. A request to the archive about relatives can be divided into three blocks (as in the example in the first photo): where the request is sent, its essence and by whom it was sent. Let’s say right away that all parts are required to be filled out; if at least one is missed, then with a 99% probability your application will be rejected. Before making a request to the archive about ancestors, go to the institution’s website or check by phone whether the employees are engaged in their execution in principle. And if work is underway with citizens’ appeals on the topic of searching for data about relatives, find out in what way it will be more convenient for the archive to accept the application - by e-mail or traditional letter. When requests are processed only on physical media (in writing), it would be a good idea to include a second envelope with the package. Alas, according to archivists, sometimes precisely because of the lack of their own means of forwarding, requests for relatives can be ignored (the smaller the archive, the more modest the budget for communication about the family’s ancestors).
As for the contents of the document, you need to know the following nuances. The archive, where the request about the ancestors of the family is sent, and the sender are located in a visually single space - in the upper left corner. In this case, the application must be sent to the director. You will find the exact name and current director on the institution’s website. This part of the request for information about relatives looks something like this: “To the director of the state archive of such and such a subject of the Russian Federation (region, republic, territory, etc.), his last name, first name, patronymic (on a new line).” Next, indicate your full name on the form. the applicant, his actual residence address (where you can receive correspondence), as well as contact information (phone number or email, or better yet, both options). For obvious reasons, anonymous requests to the archive about family relatives and requests without indicating a means of feedback are not accepted for execution by employees.
How to write the text of an application to increase the chances of a positive result? We consider it necessary to refute the widespread myth that says: “the more detailed the essence of the request to the archive about ancestors is stated, the higher the likelihood of receiving a response with information from relatives.” This approach is relevant when interacting with private genealogists or specialized organizations like our family research bureau “Keepers of Family Secrets.” But with government agencies, everything should happen exactly the opposite. The clearer and more concisely the task is formulated, the greater the chances of getting the archive to resolve the issue and consider the request for relatives in a short time. You should not write an essay about respect for ancestors; indicate only the exact facts: place with date of birth, locality, name of a relative, degree of relationship, and type of record. You can write approximate data, but this will increase the cost and time of executing a genealogical request to the archive about ancestors, and in some cases will make searching for information about relatives impossible. At the end of the archival request, note that your interest is related to the restoration of the pedigree, and you agree to pay for the work. Try to fit the essence into 3-4 lines.
A competent appeal to the archive with a request to restore the history of ancestors looks something like this: “I ask you to find in the registry book a record of the birth (or death) of my great-grandfather so-and-so (his last name, first name, patronymic) for X year in a village (village, city) N. In the absence of metrics, I would be grateful if you could inform me about the safety of audit tales, confessional statements and other genealogical sources for the specified period. If you successfully search for a relative, I would like to issue an archival certificate (make an extract, photocopy or photograph of the page). I’m ready to pay for the services.” When you are interested in the marriage ceremony of your ancestors, simply replace the phrase about birth with the corresponding text about marriage. Archives employees do not welcome vague wording and large-scale requests about relatives in the form of “conduct genealogical research of the family” or “I want to know the pedigree of my family name.” Solving such problems is quite difficult, and the archive is unlikely to undertake them, since family genealogy is not a core area of its activity. In informal conversations, archivists note that polite and cultural communication additionally motivates high-quality work, which, in principle, is quite natural. On some institutions’ websites, in the section with the rules for processing applications, they write: “requests to the archive about relatives containing obscene language will not be considered.” It’s scary to imagine what kind of population we have to deal with. Don’t lose face, don’t discredit the memory of your ancestors and behave with dignity!
Place the date at the bottom of the form and sign. That is, you need to print the document, sign and scan it (if we are talking about sending it by email). We draw the attention of readers to the fact that there is no point in duplicating sending a request to the archive about relatives, since a new request will go to the end of the queue and create an extra burden on employees. Better, send a question to the institution: “Please clarify the stage of execution of my request from date Y, the applicant is such and such.” Regarding the timing, we highlight the fact that completing the work by the archive can take either a few days or several months. There are confirmed cases on the Internet where you had to wait 10 months for a response. However, in fairness, we note that for archival requests about ancestors prepared by livemem.ru specialists, the result usually arrives within 1-2 weeks, which once again confirms the importance of correct execution and clear formulation of the task. Taking into account all our advice when preparing an application, you will be able to make a correct request to the archive about relatives and obtain information about family members. By the way, we recommend ordering a detailed research plan from our genealogical bureau, which will significantly facilitate the search for ancestors, as well as increase the efficiency of the time spent and funds invested in restoring the pedigree.
Free legal advice:
If you have any additions, please let us know in the comments and we’ll make a useful resource together!
Genealogy portal: Sample documents
Material from Rodovod.
[edit] Letter of request to the archive about searching for information in metric books
To the director "Archive name"
Free legal advice:
"Last name and initials of the director"
from a citizen "Full Name",
registered at:
"address of permanent residence",
e-mail, home and mobile phone numbers)
Free legal advice:
I ask you to provide information about the surname, first name and patronymic, age, occupation and place of residence of the parents according to the entry in the metric book of the birth certificate “last name, first name, patronymic”, who was born on “date, certain years” in “name of the locality”.
The person indicated is mine (indicate the degree of relationship).
With respect and hope for your help,
[edit] Letter to the Search and Information Center of the Russian Red Cross Society
To the Search and Information Center
Russian Red Cross Society
Free legal advice:
Kuznetsky Most, 18/7
Moscow, Russia
Please send your answer to:
« exact address with index»
Please check the file of evacuees stored in your Center to see if there is information about the stay of my family members in evacuation during the Great Patriotic War.
Free legal advice:
My details:" FULL NAME. at the time of evacuation»
Year and place of birth:
Address where he lived before evacuation:
When and where was he evacuated?
Who was evacuated with:
Free legal advice:
Mother:" Full name, year of birth" Father:" Full name, year of birth" Children:" Full name, year of birth"Other relatives:" Full name, year of birth»
[edit] Request to the registry office for birth
Residing at:
Due to family needs, I ask you to issue a birth certificate according to f. 24 of mine " ».
If possible, please indicate in the certificate according to the birth certificate: date and place of birth, citizenship, nationality, place of residence, and occupation of the parents. If possible, please send the certificate to my address (listed above) or through the registry office:
Free legal advice:
[edit] Request to the registry office for death
Residing at:
Due to family needs, I ask you to issue a birth certificate according to f. 34 of mine " family connection (grandfather, grandmother, etc.)».
If possible, please indicate in the certificate according to the death certificate record: date of birth (age), place of birth, place of residence, occupation (place of work), nationality, cause of death of the deceased, last name, first name, patronymic, place of residence of the person to whom the certificate was issued death certificate. If possible, please send the certificate to my address (listed above) or send it through the registry office:
To prove the relationship, I attach copies of the following documents:
[edit] Request to the registry office for marriage
Residing at:
Free legal advice:
Due to family needs, I ask you to issue a marriage certificate for my relatives " family ties (grandparents, great-grandparents, etc.)».
The marriage was concluded:
If possible, I ask you to indicate in the certificate, according to the record of the marriage act: Full name before and after marriage, date and place of birth, citizenship, nationality, place of residence of those entering into marriage, as well as the date of marriage, date of preparation and record number of the marriage act, place of state registration of the marriage, date of issue of the marriage certificate. If possible, please send the certificate to my address (listed above) or send it through the registry office:
To prove the relationship, I attach copies of the following documents:
[edit] Request to the military registration and enlistment office
To the archive department of the city district military registration and enlistment office “the city or area where the vacancy office is located”
Free legal advice:
Address: "address of the military registration and enlistment office"
Residence address: "applicant's residential address"
Telephone: "applicant's phone number"
Please provide information about the conscription and service (military unit number, military rank, VUS) of my “family connection, for example, grandfather”, about which the following is known:
I guarantee payment for the execution of the request in the prescribed manner.
Free legal advice:
How to make a request to the archive
Briefly about the archives
Archives of our days
Historical, current, state, government, federal.
Where and how to make a request to the archive
Types of archive requests
Genealogical - to establish kinship, clarify the history of the clan or family;
Thematic – a request to the archive regarding a specific fact, event or topic.
Making a request
Address and full name of the applicant;
Free legal advice:
His contact number;
If the request is submitted by a legal entity, then the outgoing application number, details of the organization and address.
Explain why and why information is needed;
Email or postal address to which to send the response;
The applicant's signature and seal, if the request is made by a legal entity.
Free legal advice:
Example of a request to the archive:
How to submit a request
What to get in return
Download sample:
Genealogy for the whole family
“Studying the history of one’s ancestors is the most interesting science” (A.S. Pushkin)
How to make a request to the archive?
Hello, dear readers! Last month I published a whole series of articles devoted to the history of the formation of the Russian archival system. Enough theory! Today we will practice a little. Let's say you set out to get some information about your ancestors or past events. But where can I get it? After all, contemporaries of events that took place a century or more ago cannot be found. Even about the lives of contemporaries it is not always possible to learn from a personal conversation.
The reasons may vary. But there is a way out - you can make a request to the archive. Unfortunately, archival workers do not always answer them. One of the reasons is an incorrectly composed request. Let's figure out how to do it right.
Deciding on the type of request
Free legal advice:
- Do you want to get acquainted with the biography of an ancestor, get historical information, etc. - you need a thematic query.
- If you are interested in the history of an entire family or clan, or if you want to find out if a person is related to you or not, we will create a genealogical query.
- If you need material to ensure the legitimate interests or rights of someone - a social and legal request (official; from an individual or legal entity; consular - from foreigners to Russian archives, from Russians - to foreign ones).
- We are writing to the director of the archive.
- We indicate information about ourselves or the organization on behalf of which the request is being created.
- We indicate the return address and contact phone number. Otherwise, where will they answer you?
- Let us formulate the question clearly and concisely in free form. The more specifically you define the essence of the task, the greater the chance of getting exactly the information you are counting on. And you will receive an answer sooner.
- In order to speed up the work of the archive staff and obtain the necessary information, we indicate the most exact time and place as possible. In what territory did people live or events that interest you took place? What time was this?
Now you need to decide where to send your request.
- If you need to find out the date of birth, death or marriage, contact the district registry office. But only on the condition that no more than 75 years have passed.
- If you need to establish the exact date since which more than 75 years have passed, we send a request to the state regional archive.
- If you want to find out about a relative’s work, achievements, awards, merits, contact the archives of the organization where he was a member. If your relative was a military man, contact the Russian State Military Archive, if a sailor, contact the Central Naval Archive.
Why is there no answer
If you haven't responded within 3 months, it's possible that your language was too vague and the archivists just can't seem to finish the job of passing your request on from department to department. Or he's just lost. In any case, you can submit your request again.
Features of cooperation with archives
Making a request to the archive will be useful not only when you are looking for relatives. This will come in handy if you are writing a thesis, doctoral dissertation, or any other scientific work. To access historical documents, your academic institution must submit a “Relationship” to the archive, which will indicate the organization that referred you to the archive and the subject of the request.
Free legal advice:
If you apply on your own initiative, they will only ask for your passport. You will receive the application form to fill out on site.
Some services can only be obtained for a fee, for example, scanning, photocopying, printing. Sometimes you have to pay extra for the urgency of preparing documents.
When collecting information about events and people of the past, we sometimes encounter difficulties. But the more difficult the path we have covered, the more satisfaction we will receive from the result.
Read also:
If you liked the article, share the information with your friends:
9 comments on “How to make a request to the archive? ”
Despite the fact that I have already sent requests several times, it was interesting to read in the archive. By the way, in St. Petersburg I received answers to requests 6-8 months after sending. So you can wait a very long time for answers.
Lena, do you have experience sending requests to other countries that used to be our republics? Baltic states, Belarus, Ukraine, Moldova, etc.? After all, our people have traveled around the country so much that very often we need to turn to the former fraternal republics. I sent a request to Belarus - no one responded. =((
Free legal advice:
Hello, Inga! You are right, sometimes you can wait more than 6 months for answers to requests. It is better to send by registered mail, so at least you will be sure that the request was received by the archive. It took me 3 months for a letter to arrive by our mail. I have not had any experience with requests to other countries yet, now I am preparing a request to the State Archive of the Chernigov Region of Ukraine (as it turned out, my ancestors moved to the Far East from the Chernigov province at the end of the 19th century), I will definitely tell you on the blog what will come of it. The last issue of our magazine was also dedicated to the archives.
Thanks for the info! Just the other day I was thinking about the origin of my last name and my ancestors! Your blog was very helpful!
I have never gone to the archives before, but the desire arises more and more often, because there are too many “blank spots” in the history of our family. Thanks for the advice))
Tell me how to write the same genealogical request - what is the structure of writing it, what information should be included there about yourself and your relatives so that the request is not ignored? I live in Ukraine, and most of my roots are in Russia (Novgorod, Tver regions).
The idea of drawing up such a request has been around for a long time, but I don’t know how to implement this in practice (especially in another state - there may be other requirements).
I would be grateful if you at least tell me where this information can be found.
With sincere wishes of all the best to you and your family!
Hello, Victoria! There is no clear structure for requests to the archive. There are general rules: clear formulation of the question, indication of the source data (time, place where the events of interest to you occurred or known data about the ancestor), guarantee of payment if necessary, availability of a return address where the answer will be sent. Many archives' websites have special request templates. If not, you need to write in free form. I saw approximate templates for genealogical queries only here www.zaporozhskie.ru/load/. arkhivy/Have a look, maybe they will fit.
Hello! Can you help me? I just don't know who to turn to. The fact is that I had a great-grandfather on my mother’s side. According to the stories of my grandfather, who is no longer alive, his father (my great-grandfather) was from Moscow, at least he lived there before the revolution, his parents owned a shoe factory, and he himself served in the tsarist army, had awards, but that’s where served by whom, we do not know. After the revolution, he went to Siberia, hid there, married a simple woman there, worked as a simple shoemaker, and died there. So, my question is, can I find out something about him through the archive, but I know almost nothing specifically, neither his date of birth, only approximately, nor the exact place of birth, only Moscow, I don’t know anything about his parents, only his father's name and the fact that they owned a shoe factory. I also know the year of birth of my great-grandfather’s sister, but I don’t know anything else. Well, it is also assumed that he participated in the First World War, and then served in the Trans-Baikal Territory, the city of Verkhneudinsk, now renamed Ulan-Ude, and it seems he remained there when the revolution occurred. So, please tell me, is it possible, based on these data, without knowing the exact dates, to contact the archive? Will they search? or is that not enough? I would like to know when and where my great-grandfather was born, and if possible, his parents. Find out where they lived, and at least something about them. And where should I go in this case, which archive should I write to? I don’t live in Moscow. Will they require proof that I am a relative, I can only show my grandfather’s birth certificate, there are no other documents. Sorry if I wrote a lot. Thank you.
Hello Maria! When working in archives, they usually require confirmation of kinship; sometimes an exception can be made if more than 100 years have passed and the information is not classified. I would start with your grandfather’s birth certificate; you can contact the registry office that issued it. After all, not all information is written on the birth certificate; the birth record must indicate the dates of birth of your great-grandparents, place of birth, as well as place of residence at the time of birth registration. To apply to the registry office, it is advisable to have your birth certificate and your mother’s birth certificate + the birth certificate of your grandfather, which you mentioned. If this registry office is not in your city, contact yours, they should forward your request to the desired registry office, and also give you an answer when it arrives. Knowing the date and place of birth of your great-grandfather will make it easier when accessing the archives. Having also received this information, you can go further, according to the place of birth of your great-grandfather and his exact date of birth, it will be possible to find out the names of his parents, most likely through the birth registers, but this is the next stage. Regarding your ancestor’s participation in the First World War: SVRT is implementing a global project dedicated to the participants of the First World War 1914.svrt.ru Maybe you’ll find something there. Another good clue is the shoe factory that your ancestors owned, but you need to find out first of all the data that I mentioned above. If you find out everything you can through the registry office and the Internet, write to me, we’ll think about where to go next.
Hello, Inga. Can you tell me if I don’t know where my grandmother was born, I just know where and when she died, where can I make a request to find out her parents, probably by raising the metric record. I know everything about my grandfather’s sister and her husband, and that there was a child who now lives in Tallinn, but I don’t know his name and date of birth, only his surname Renwald, how can I find it? What can I try in my hopeless situations?
The following comment prompted the creation of this article:
If only they could write an article about how to defeat the archives and get a certificate. It's impossible to wait.We are talking about the initial stage of the "NRY" program - the collection of documents that prove that your ancestor in the ascending line lived at the right time in the right place:
16.4. Foreign citizens and stateless persons specified in paragraph 16.1 of these Regulations, who have (had) relatives in a direct ascending line, permanently residing or previously permanently residing on the territory of the Russian Federation or on the territory belonging to the Russian Empire or the USSR, within the state border of the Russian Federation Federations, additionally submit one of the documents (documents) confirming (confirming) the presence of these relatives, as well as the fact of their permanent residence in the relevant territory (birth certificate, marriage document, adoption certificate, death certificate of a relative, residence permit , an extract from the house register, a copy of the apartment card, a document containing information about military registration, a military ID or other document(s).Let me remind you: If you plan to go under the NRJ, having a residence permit obtained under another program, you do not need to collect certificates for your ancestor.16.5. In the absence of the documents specified in clauses 16.3 and 16.4 of these Regulations, applicants shall submit archival certificates, extracts from archival documents, copies of documents from the Archival Fund of the Russian Federation and (or) other archival documents.
In articles about the successes achieved in NRN ( , ) few people write in detail about collecting certificates, however, this stage is one of the most difficult, because it is impossible to even approximately calculate how long it will take and whether it will result in a positive result at all. And you can’t even blame the migration service - here its role is insignificant, at the level of “we’ll accept a birth certificate - no, it’s not enough.” It all depends only on your persistence, intelligence and the desire of the archive staff to help you.
Is it really that difficult to get a certificate?
Yes. Firstly, a single database, one institution or organization, one address where you can apply and receive a certificate/extract confirming permanent residence in Russia (RSFSR) (especially via the Internet, online)DOES NOT EXIST .
Such a certificate/document can be obtained from various organizations, the list of which is quite large (passport offices, management organizations, archives, etc.).
Secondly, employees of these organizations are not always in the mood to quickly help a stranger for free. It is in your interests not only to collect the maximum amount of data for the request yourself, but also to regularly remind yourself (for example, call).
The principle of approach to the issue is outlined below.
Among the main documents that can be restored or received again (duplicate) are documents from the registry office: certificates of birth, marriage, death (you need to know exactly the dates, or at least in what year the registration was made, otherwise the registry office may refuse, explaining , that they do not have the opportunity to dig through the entire archive).
In this chain from you to your ancestor, in addition to birth certificates, you must also take death certificates for the deceased. If possible, also about marriage.
If you send a request to the registry office of another city, be sure to: In addition to the postal address of residence (zip code, etc.), indicate in your request the address of the registry office nearest to you, where the answer will be sent to you.
In the request, in any form, you state the essence of what document you need, indicate the most detailed information known, as well as complete personal data.
The review period is up to 30 days. Don't wait long. Call and ask about the results of the request (now there are no problems with the institution’s address or telephone numbers, it’s easy to find out via the Internet). If the act record is found, the document will be sent.
When receiving the document, the local registry office will require confirmation of relationship: you need your birth certificate and further along the chain (for example, a parent, if you are taking a document for your grandfather); + death certificate of an ancestor (if the ancestor died), and your passport with a notarized translation into Russian (you can immediately bring photocopies).
Be prepared that when you receive a document “a generation later” - if you receive, for example, a duplicate of your grandfather’s birth certificate, and your parent (father or mother) is alive, they may require a notarized power of attorney (from your father or mother), or it will be issued only to them. Those. They will probably give you a document in person, without a power of attorney, only for the parent.
For more distant relatives along the chain: either a power of attorney from a living intermediate ancestor - or a death certificate (the death certificate then confirms that you are a single direct descendant).
The shelf life of state civil registration books in civil registry offices is 100 years (Article 77 of the Federal Law “On Civil Status Acts”).
Form No. 9 contains information about people registered in the living space. It is often obtained for purchase and sale transactions and other real estate transactions. To receive it, we contact the organization that maintains registration records for this housing construction (HOA, etc.). It should be borne in mind that for outsiders (unregistered) in this living space, citizens will be asked for a power of attorney from the owner of the apartment to obtain a certificate.
A registration certificate can also be obtained from the “passport office” of the UVM. However, information about deregistration (in connection with leaving for another locality, or upon death), according to the Administrative Regulations for the execution of the Federal Migration Service of the state function of organizing and conducting address-reference work, order No. 422 of October 29, 2007. item 52 are stored for 10 years, after which they are subject to destruction.
The ancestor was a career military man - a copy of his personal file will be stored in the Central Archive of the Ministry of Defense of the Russian Federation (TsAMO) http://archive.mil.ru/ (MO, Podolsk, Kirova St., 74).
If you were a career military man before 1941. - submit a request to the Russian State Military Archive http://rgvarchive.ru/ (Moscow, Adm. Makarova, 29).
To search for information about ancestors as participants in the Second World War, the following link may be useful:
General: when you send a request by mail to any organization or institution: enclose in the envelope photocopies of documents confirming your relationship with the person for whom you are requesting information. This is really necessary.
District, city and regional archives (depending on the administrative subordination of the locality). In any case, each region/subject has a State Regional Archive. Departmental archives, and archives of specific institutions/organizations. As the final authority - the federal archives of the Russian Federation.
We find out addresses (including electronic ones) and telephone numbers on the Internet. We call (this is more rational) and find out whether they have the necessary information (otherwise we find out who else we can contact). Next, we send a written request to them.
We make the request in any form.
It is imperative to indicate the addressee, the reason for the request (in our case, the request will be “social and legal” and is carried out free of charge), and formulate specific questions. Known information should be presented in as much detail as possible. If it is not possible, ask for help regarding the essence of the request, suggest the address of an authorized organization, or ask to transfer the request within the competence.
First, briefly state the purpose for which you are requesting information. Next is the maximum known information about the ancestor. You can attach a copy of his birth certificate. For convenience and ease of perception (in the archive, because living people also work!), be sure to present the known information in chronological order.
Be as clear as possible about the questions you want to find out.
In a separate sentence, ask, if the required information is missing, to suggest where else you can apply, or ask to redirect your request according to competence.
It is also necessary to indicate your personal data: full name, and return address, indicating the postal code. It is recommended to provide a phone number and email address.
On the websites of the State Archives you can also find a paid “genealogical inquiry” service. The price list and the procedure for providing services can be found on the state archives website. As a rule, in this case, it is proposed to send a letter-questionnaire to the archive, which indicates the mandatory items, without which the search is impossible. If the specified information is sufficient to conduct a search of state archive documents, the applicant is sent a receipt for prepayment. Upon completion of the work, a final cost estimate (including prepayment) and a receipt are sent. You will be charged regardless of the search result.
We should also not forget about the possibility of independently searching archives in the reading rooms.
Individuals (organizations) providing genealogical search services on a paid basis are a possible choice, however, in the end, the documents (copies) you receive must be properly certified.
Conclusions. Algorithm of actions
1. Go through your personal archive, sit down at the table, and based on documents and information known to you, WRITT OUT all the known reliable facts of your biography. You contact your living relatives for information; perhaps they still have some documents. It will also be useful to use the Internet to obtain information about a given place, time, political and economic events (what locality, occupation of the population, industrial facilities, churches, etc.).
2. When the overall picture becomes clear, you can move on to queries. From city to regional and federal archives. Including departmental ones. We address requests as confirmation of known facts - for documentary confirmation. So in the opposite direction: is your relative on the list of workers at the enterprise (for example, you found out that at a certain time there was only one enterprise in a given locality). All repressions, exiles, and evacuations were reflected in one way or another in the general departmental “bases.”
If you are interested in how to make a request to the archive about relatives, then this article will help with this. All requests received from the public can be divided into three main types:
1. Social and legal nature (in the form of various certificates - on work experience, etc.).
2. Thematic in nature (carrying biographical information about a specific person).
3. Genealogical.
We will not consider the first two types now. Let's focus on the third - how to make a request to the archive about relatives.
They will help you for money
There are specialized family research bureaus where anyone who wants to save time and get rid of hassle can order genealogical information for a fee. Employees of such institutions can, for a fee (quite symbolic), formulate a competent text of the application and provide the exact address of the archive where you will apply.
Next we will talk about the features that need to be taken into account when communicating with employees of storage departments, reading rooms and others. It is they who will have to process and satisfy requests for relatives coming from interested citizens.
Nobody owes you
Before you make a request to the archive about relatives, try to imagine what kind of specialists you will be dealing with. This psychological factor can play a significant role in the success of the entire enterprise. According to statistics, the staff of institutions such as state archives are among the intelligent, educated people. Activities consisting of processing archival requests are not among their immediate responsibilities. They do not receive any income from such work (despite the fact that this service is paid, all the money goes to the treasury).
Specific performers do not have anything beyond their salary; in connection with all of the above, the application may well be rejected without explaining the reasons for the refusal, or with a formal response in the form of an unsubscribe. Sometimes federal institutions publish announcements of the following nature on their own Internet resources: “Due to the busy schedule of specialists, genealogical requests are not processed.”
And here - we must
As for the civil registry office, the situation is somewhat different. Answering inquiries about relatives is the direct responsibility of employees of these institutions. The applications received may be completely different. Someone is looking for documents relating to the conclusion or dissolution of a marriage between parents or other family members. Another makes a request to the archive about relatives for citizenship. The third is busy looking for a death or birth certificate of a distant ancestor. The fourth, living abroad, can send a request to the archive about relatives in Russia. Changes in legislation occur quite often, so all the nuances of the procedure are clarified immediately at the time of a specific application.
Such an institution will most likely require proof of your relationship with the person about whom you are trying to obtain information. Most likely, when researching the history of your own family, you will come across a situation that allows you to request data exclusively about deceased ancestors. Such a request without additional permission is available only to the children of the person mentioned. That is, archive workers proceed from the assumption that the restoration of certificates and other documents will be carried out by people themselves or with the help of authorized representatives.
Who can access a request in the archives of a relative’s personal file?
What does this mean in practice? If your parents are alive, do not try to apply for relatives through a generation (i.e. grandparents). No one is obliged to give out such information to their grandchildren. If your mother or father, for any reason, is not able to engage in the procedure for searching for information, their task is to notarize a power of attorney for the right to engage in such activities. The executor can be any person - not necessarily a relative.
And, nevertheless, you can clarify the specific algorithm of search actions only at the moment an individual situation arises. It depends not only on the degree of relationship of the applicant with the object of the search, but also on the legal situation at the current moment. These strict rules were not invented in vain. If you think about it, everything is quite logical and fair. It is unlikely that any of you would be happy to discover the following fact: some strangers completely freely gain access to the biography and other important nuances of the life of your relatives, or delve into the history of the family, looking for some kind of compromising evidence (often for unseemly purposes).
Get to the point
So, we have understood the basic concept of the event. Now let's move on to specific actions. How exactly to make a request in order to get it executed quickly and without obstacles? First of all, you should establish which of the city archives or registry offices should submit your application for the search. Where to contact - the central archive or its local branch? An object is selected for such purposes, depending on the task that you set for yourself. This may be obtaining certain information or restoring any documents.
The time factor is also important - how long ago the event of interest occurred (death, birth, marriage). According to legislative norms, a document created less than a hundred years ago must be kept in the territorial registry office. In practice, often relatively “young” records related to a state also end up in regional archival repositories.
After the revolution...
Thus, if you are interested in a document of a family nature dating back to the Soviet period (for example, you are making a request to the archive about relatives who participated in the Second World War), the application should be sent, first of all, to the civil registry office at the place of the event being sought. If the paper managed to get into the federal archives, you will receive information about this in a response letter.
Currently, government services are purposefully developing a common electronic database, which receives all the necessary information about citizens in a centralized manner. When the system is well enough debugged, it will be possible to send a request to the regional archive, and the task of finding the right people or documents will be significantly simplified.
...and before that
If your request concerns facts relating to the pre-revolutionary period, then you will have to look for them in the metric notebooks of the church. It was there that the information you required was entered before books appeared. These notebooks served as completely official documents until 1917.
The procedure in this case should be exactly the opposite. Start your request with the regional archive of the region where the person you are interested in lived or where events important to you took place. If the necessary records are not stored in their funds, you will most likely be redirected to the registry office.
Things to remember
Sometimes there may be cases of confusion when the boundaries of districts change according to the administrative-territorial division. This or that settlement (city, village, hamlet), together with its church parish, could belong to different provinces in different years. Accordingly, the ownership of church registers will have to be clarified in two separate regional archives.
It is quite possible that, having not found data in one of them, the storage workers will not warn the citizen about such a possibility. The response to the request will be a classic reply with the wording “not found”. If you have even the slightest doubt about the thoroughness of the approach to processing your request, try to duplicate it by sending an application to neighboring regional archives, where church and any other documents containing records of ancestral rituals could theoretically be transferred. In some cases, it is advisable to contact the central archive.
What and how to write
Let's now move on to the actual application procedure. The archive request sample does not contain anything complicated. Text support must be written correctly. Such appeals to the registry office and storage institutions are quite similar in form, so we will not consider both options here. So, the content of a request to the archive about relatives conventionally consists of three text blocks: the address of the organization to which the application was sent, a brief summary of the essence of the situation and information about the applicant. Each part must be completed. If you miss any of them, you will definitely not achieve the desired goal.
Before writing a request to the archive about ancestors, do not be lazy to go to the institution’s website or call by phone and find out whether such a service is provided as such. If work is underway on search requests from citizens, inquire about the method by which your application should be sent. Some places accept such letters by e-mail, while others prefer to deal with traditional paper correspondence. There you can also find out how much a request to the archive about relatives costs.
If the work is to be done exclusively on physical media, that is, in the form of written requests and responses to them, do not forget to include a spare envelope. Budgetary organizations often do not have their own additional funds for mailing. Agree, it is very disappointing if a request that is important to you is ignored for such a trivial reason. It is logical to assume that the smaller the archive, the more modest the budget allocated for any additional tasks.
Mandatory data
What nuances should be kept in mind regarding the content of the document? The application is sent to the director of the archive. The address and name of the institution are written in the upper left corner, and the sender’s details are also indicated there to maintain visual unity. You can also find out specific names and surnames on the institution’s website.
After applying to the position of director of the state archive (indicate which one and where it is located), you enter in the form your own full name and actual address of residence at which you plan to wait for correspondence. You should definitely include either a phone number or an email address (or better yet, both) as your contact information. Of course, if you ignore these requirements, the request will be considered anonymous, and you will not have to wait for it to be fulfilled.
About the sister of talent
How to make a request to the archive about relatives as productively as possible? Are there any rules for writing an application that increase the chances of success? There is a fairly common myth that a detailed presentation of the essence increases the likelihood of an equally detailed answer. Unfortunately, this approach can only be considered relevant in collaboration with private paid genealogists. If we are talking about a government institution, everything is exactly the opposite. Objectives should be formulated as concisely and clearly as possible. This increases your chances of influencing archivists to consider your request as quickly as possible.
An essay with details of the biography of ancestors that are interesting only to you is not worth writing. You should indicate only the required number of exact facts - dates and places of birth, localities, names and surnames of ancestors, the degree of your relationship. It would also be a good idea to indicate the type of record you are interested in. If the data is specified at the “approximately” level, the search time (as well as the cost of executing the request) will increase, and sometimes the information will not be found at all. Complete your request with the obligatory phrase that the actions you are taking are being carried out with the goal of restoring the genealogy, which is necessary for certain compelling reasons, and the work of the archive workers will certainly be paid. It will be ideal if you fit the essence of the matter into three or four lines.
Archive request - sample
As an example, here is a sample request to the archive with a similar request: “Please find records of the death (birth) of my great-grandmother (last name, first name, patronymic) for **** year in village (town, village) N. If there are no metrics, I will "Thank you for the information about the surviving closest genealogical sources relating to the specified period. In case of a successful search, it is advisable to issue an archival certificate in the form of an extract, photocopy or photo of a page. I am ready to pay for the services in full."
A similar text is sent in the case of a marriage ceremony. Requests of a large-scale nature with vague wording such as “research my family from the point of view of genealogy” or “I am interested in the pedigree of my surname” are extremely unwelcome. They can scare off performers. Solving such a global problem is an extremely labor-intensive task, which is not officially among the responsibilities of archive staff. After all, family genealogy is not his core activity.
In conclusion, we note
In informal communication, it has been noted that requests in a civilized and polite manner provide additional motivation for high-quality execution of requests. There is nothing surprising. Sometimes on archive websites there are warnings about the inadmissibility of crude demands and inadequate formulations. It is surprising that any of the applicants may not understand such things!
The appeal, like any official document, ends with a date and signature. If it is to be sent, it must be scanned. There is no need to make a duplicate request. The fate of a repeated application is to end up at the back of the queue and only add hassle to the same employees. In case of possible delay in response, you can send an official request to clarify the stage of execution of the request of such and such from the date of such and such.
What timeframes should you aim for? The archive can process your application either in a few days or in a few months. There are cases when we had to wait almost a year for an answer. On average, if the institution performs well and its employees take a responsible attitude towards their own responsibilities, one can hope to receive results within a couple of weeks.
Having identified the prospect of putting together a difficult document, it would be wise to mentally divide the content into 3 groups. They will not necessarily be served in the same order. First you need to formulate what exactly you want in the end, then think about the reasons. These may be court decisions, business customs, local regulations. The introduction is a fundamentally important part that forms the impression. Also, one should not forget and realize to whom this claim document is addressed and who should react.
How to make a request to the registry office?
How to make a request to the registry office
Section: Civil law |
The civil registry office is a civil registry office, therefore this institution collects, systematizes and stores all information about the birth and death of citizens, marriages and divorces, changes of names and surnames, and facts of adoption. By law, the registry office is required to store data for 100 years, after which the acts are accepted by special archives. Who can make a request to the registry office to obtain the information he needs? Any person who provides a passport and claims the right to receive information.
How to make a request to the registry office?
A request to the registry office can be made upon a personal visit to this institution. For example, by providing a personal passport, it will be possible to obtain a duplicate of a birth certificate or marriage certificate. In general, upon presentation of identification documents, any information that is stored in the register books of the registry office will be available.
Another possibility is to make a written request to the registry office, which is geographically too remote. In such a request, it is necessary to reflect the request to send the necessary information to the address of the branch closest to the applicant in order to subsequently receive data or new documents there. An approximate sample request to the registry office can be downloaded on our website.
In your application you must indicate:
The re-issuance of documents by the registry office is subject to a state fee: for example, today a certificate from the archive will cost 50 rubles, and a new marriage certificate will cost 100 rubles.
How to make a request to the registry office for marriage via the Internet
A request to the registry office via the Internet is most often made by potential newlyweds who want to book a marriage registration date. To make a request to the registry office for marriage via the Internet, you must use the services of the government services website of your region. Such services provide the opportunity to choose a convenient date and time for the wedding, provided that it is not busy. It must be remembered that the wedding day is booked no earlier than 3 months and no later than 2 months before the planned registration date.
How to make a request to the archive?
What do people do when there is a need to restore lost information of various types or simply find out socially significant information (this could be data about relatives, obtaining copies of lost documents, restoring information about work, awards, location of people or institutions and other background information)? Of course, they go to the archives. True, to do this, it is important to know what kind of archive you need and how to make a request to the archive. This is exactly what we will talk about in this article.
A little about the archives
Let's start with the fact that the archive is a public (less often private) institution in which official documents are stored under certain conditions that guarantee maximum security. At the same time, the archive is engaged not only in responsible storage, but also provides available information to both government authorities and citizens.
Archiving has appeared since time immemorial. This is evidenced by historical finds confirming that all civilizations that reached a certain level of development had state archives. Documents from the archives of Babylon, Egypt, the Assyrian kingdom, Ancient Rome (there was not only an archive of the Senate and consuls, but also an archive of priests, as well as separate archives of famous families), Byzantium, Ancient Greece, as well as from the archives of medieval Europe have survived to this day. . It must be said that already many thousands of years ago, archives were divided on a territorial basis: into central archives and repositories and those that were in the provinces. In Europe, there were first archives of overlords and vassals, and then city and church archives.
Modern archives
Nowadays, archives are funded on a regional and departmental basis. This means that the documentation stored in them, which is handed over to organizations, and information relates to a specific territory (region, city, district) or department, for example, the Ministry of Defense (which also has central and regional archives).
All archives are divided into:
Both individuals and organizations, as well as authorities (such requests, as a rule, are of an official nature) and persons living abroad (such requests are called consular) can make a request to the archive to obtain this or that information.
In addition, archives are not always approached for information relating to a specific individual; quite often historical documents are also requested. This is done by those who need them due to their occupation, for example, screenwriters, writers, scientists. Archival documents are often used when writing dissertations or scientific papers. In the case where documents are needed to write a scientific work, in addition to a passport and an application for their provision, a document from the organization where the applicant studies or works, confirming his status and the topic of work, will also be required.
Where exactly should you go?
Often, when planning to request some documents or information from the archive, people do not know where exactly they need to go. It all depends on what specifically interests you. For example, you can obtain general civil information (date, place of birth, death, marriage) in the archives of the district registry office. But here you need to take into account that documents are stored in the district archive for a maximum of seventy-five years, so if you are interested in earlier information, you will have to contact the regional registry office archive, where all documents from the districts are transferred. If we are talking about restoring entries in the work book, then you need to contact departmental archives, for example, the Russian State Military Archive (if we are talking about military personnel or civilian personnel) or territorial archives in those settlements or regions where the enterprise where a man worked. To obtain information about sailors, you should contact the Central Naval Archive. If you are looking for information about someone, but do not know where to start searching for information, then it is better to contact the district or city archive at the place of this person’s intended stay or work.
You can also use the online guide to Russian archives - guides.rusarchives.ru. There you can search through 49 regional archives and 31 federal ones. You can also go to the official website of Rosarkhiv.
Archive requests: classification and deadlines
As for archive requests, they are all divided into:
Archival requests are executed in accordance with the established procedure, which is clearly stated in Federal Law No. 125-FZ “On Archival Affairs in the Russian Federation.” This means that thirty days may pass from the moment the request is received and registered until the response is received. This period may be extended by decision of the archive management, but not more than another thirty days. In this case, the archive staff who received the request are obliged to notify the applicant about the extension of the deadline for fulfilling the request.
But there are situations when people, without understanding it, submit a request to the wrong address. In this case, it will be recognized as non-core and sent as belonging to another archive within five days from the date of receipt. In this case, archive workers must notify the applicant that the request has been forwarded and indicate the address of another archive.
Making a request
To make a request to the archive, you need to make an application in free form, since there are no strict requirements for this (although some institutions offer applicants their own form). But there are a number of points that must be reflected in the document. So, in the “header” (it is written in the upper right corner of the sheet) we indicate:
How to submit a request?
A request to the archive can be submitted in several ways: in person (bring an application and register it, providing your passport), send by registered mail with notification, via the Internet (in the latter case, a notification from the archive will be sent to your email address about the receipt of the request).
What do the archives reveal?
In response to a request, the archive issues either an archival certificate containing information related to the subject of the request, or an archival extract extracting the contents of the original archival document, or an archival copy of the requested document.
And if there is no information on the request in the archive, then the applicant will receive a letter outlining the reasons for the lack of documents and recommendations for further actions.
If you need to find relatives, restore a lost birth certificate, or study historical documents to write a dissertation, you just need to make a request to the archive, writing a competent application.
How to make various types of requests to the registry office and archival institutions
Readers of my blog, I am glad to welcome you again to my page!
Today I will tell you about how to submit requests to the registry office, with the help of which documents this can be done.
What is a registry office?
According to Wikipedia, these are the Civil Registry Departments (abbreviated registry office or registry office) - an executive body in Russia and a number of other states that registers facts of birth, establishment of paternity, adoption, marriage, divorce, death and change of name.
Firstly, I will say that you can request information about people who are no longer alive. If you submit a request for a living person, no one at the registry office will issue you documents.
It is necessary that this person himself appears for requests with an identification document. Let me remind you that since the reign of President Yeltsin, in Russia such documents have been a passport of a Russian citizen. Of course, if you are not a military man on active duty, then you can present a military ID (sailor's book) or an officer's book. Many people think that they can show their driver's license. But we don’t live in the USA, watch less Hollywood films, especially since your driver’s license gives you the right to drive vehicles of the appropriate category on Russian roads, and some actions of the traffic police imply that the driver has a passport.
When there is a need to recover lost documents or recover lost information, the question arises: how to make a request to the archive. To request the necessary information, you need to know the exact procedure for contacting this institution. What kind of procedure this is and in what sequence to carry out the actions, we will tell you in this article.
Briefly about the archives
As a rule, an archive is a government institution that is designed to store data under certain conditions. At the same time, the security of the contents of the documents is guaranteed. The objectives of the archive are not only to store data, but also to provide information at the request of government agencies or private individuals.Archives have existed since time immemorial. As soon as the development of civilization reached a certain level, the emergence of archival work gradually began. Today it is known that archives existed not only in medieval Europe, Ancient Greece and Byzantium. Historians have archival documents from Ancient Rome, the Assyrian state, Egypt, and Babylon. At different times, archives were divided into central and regional, overlords and vassals, church archives and even individual families.
Archives of our days
Today archives are formed according to departmental and state principles. That is, information is collected within a certain department or for a certain territory.Based on this, archives are usually divided into:
Community, private, public;
urban, municipal;
historical, current, state, government, federal.
Any person, organization, including authorities, can make a request to the archive. In the latter case, the request to the archive will be of a service nature. Foreign citizens from abroad can also make a request to the archive. In this case it is called consular.
By the way, a request to the archive can be made not only for personal data, but also for historical documents. Usually historians, writers, screenwriters, and scientists are interested in such documents. In the latter case, if the information is necessary for the dissertation, in addition to the passport, you must provide a document that confirms the topic of the work and the status of the person interested.
Where and how to make a request to the archive
Where to go and how to request the archive depends on what kind of information you need. For example, if you need personal information about a citizen, you can contact the regional registry office archive. But we must take into account that the data is stored there for no more than 75 years. After this period, they are transferred to the regional archive. To renew an entry in the work book, you must submit a request to the archive to the territorial or State military, if we are talking about a military personnel, or the Central Naval, if we are talking about a sailor.In any case, the search for the necessary information should always start with the central city archive of the person’s place of work or residence. Today, many archives provide online data retrieval services.
Types of archive requests
A request to the archive can be one of three types: socio-legal– consular, official, private persons, aimed at obtaining information to comply with the interests and rights of organizations and individuals;
genealogical– to establish kinship, clarify the history of the clan or family;
thematic– a request to the archive regarding a specific fact, event or topic.
The procedure for processing requests is established by Federal Law No. 125-FZ “On Archival Affairs in the Russian Federation.” In accordance with it, a response to a request to the archive must be given no later than 30 days from the date of application. In some cases, the period may be extended by another 30 days. But in this case, the archive employee is obliged to notify the person requested in writing about the extension of the period.
There are times when a request is made to the wrong archive. Then its employees are obliged to redirect the request to the desired address within five days. The applicant is also notified of this in writing.
Making a request
Now let's move on to the question of how to make a request to the archive. To obtain the information you are interested in, you must write a corresponding application. There is no strictly established form of this document. But some establishments offer sample request for archive to fill out. It is written in free form. However, the application must contain certain information.The header states:
The name of the archive and the full name of its director;
address and full name of the applicant;
his contact phone number;
if the request is made by a legal entity, then the outgoing application number, details of the organization and address.
Then the word is written in the middle "Statement". After this, you can write a detailed request to the archive. The following information should be provided here:
Provide information about what the request is and indicate the time when you need to receive this information;
explain why and why information is needed;
email or postal address to which to send the response;
request date;
the applicant's signature and seal, if the request is made by a legal entity.
Example of a request to the archive:
How to submit a request
It is not enough to write a request to the archive correctly. It still needs to be presented correctly. You can personally come to the archives with your passport and application and submit your application. Or send by registered mail. Today it is also possible to submit a request via the Internet. In this case, you must be notified by email that your request has been received.What to get in return
Upon request, the archive does not issue the original document, but provides a certificate of a special form, which contains all the data in accordance with the request. They can also provide an archival extract containing the contents of the document. You can also obtain an archival copy of the document.If the information was not found, the applicant is notified by letter and given recommendations on how to find the information. In general, the question how to make a request to the archive, the solution is simple - just contact the required archive with a statement.
